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Workplace Coordinator

IBI Group

IBI Group

Edmonton, AB, Canada
Posted on Thursday, May 30, 2024

Company Description

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets. We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Job Description

Provide a comprehensive Workplace Facilities Management service including providing high-quality customer service and technical support provision to all the users of the Edmonton Arcadis office. Understanding and using relevant Facilities Management procedures and processes, to ensure consistency and compliance. Maintain office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with Workplace projects, systems, and procedures. Support the Workplace Regional Manager in the management of the office and provision of the facilities management agreed services for the office.

This is a Temporary 6 months contract role 40 hours per week only.

Position responsibilities include, but are not limited to:

  • Work as a team to provide the agreed facilities management service, including the provision of a reception service.
  • Answer phone calls and greet clients/guests professionally and positively. Forward information by receiving and distributing communications; collecting and mailing correspondence; and disseminating messages to appropriate staff.
  • Respond to customer queries in person, by email, and by phone to provide effective customer service.
  • Supports and enhances the office by taking ownership of Workplace/ office procedures/ functions; proactively explore opportunities to add value to the office and staff. Maintains Workplace procedures in compliance with corporate processes/ policies.
  • Resolve day-to-day office operational issues and escalate appropriately where necessary.
  • Understand and use Facilities Management procedures and processes to carry out and record tasks and activities.
  • Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance.
  • Manages office overhead budget, and explains variances. Works with the Indirect Project Manager, Regional Manager, and Program Manager to review office budget as needed.
  • Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; and stocking items.
  • Maintains Workplace equipment by coordinating preventive maintenance; troubleshooting failures; calling for repairs; and monitoring equipment operation.
  • Liaison to Property Management/Property Maintenance. Coordinate building/suite access badges for staff. Communicate office suite issues with Corporate Real Estate when needed.
  • Use Facilities Management tools including a helpdesk, document management, and booking systems to accurately record information and escalate any issues.
  • Regional Onboarding Coordination for new hires.
  • Provides Virtual Workplace support for other offices within your region.
  • Coordinates catering, and set up/tear down of internal/client meetings and events as needed.
  • Maintain schedule and coordination of conference room meeting spaces.
  • Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain).
  • Be onsite for and assist with office moves. To include but not limited to assisting with coordinating vendors, relocation of files, assisting in decommissioning of existing space, and organizing of new space.
  • Must be able to lift a 50 lb box of copy paper.


Position requirements include, but are not limited to:

  • Minimum years of Facilities Management experience: 2-4 years
  • Previous experience in a facilities management, administrative, or customer service role. (Preferred)
  • Education required: Associate or Equivalent work experience
  • Registrations/Certifications required: n/a
  • Special considerations, specific technical experience, skills, etc. include: Proficient in Microsoft Office; and excellent communication skills.
  • Potential travel is required for this position.
  • This position does not manage others.


Preferred qualifications include, but are not limited to:

  • International Facility Management Association membership
  • Previous experience in a facilities management, administrative or customer service role.
  • Education preferred: Associate or equivalent experience.
  • Registrations/Certifications preferred: Notary
  • 2-4 years of Office / Administrative Experience (minimum)
  • Facilities management experience preferred.
  • Project a professional image in person, on the phone, and in writing.
  • Strong Microsoft Office skills (Teams, Word, Excel, PowerPoint)
  • Strong Interpersonal and organizational skills.
  • Basic Financial skills, able to work with budgets and invoices.
  • Exercises discretion and confidentiality.
  • Deals effectively with rapidly changing priorities and last-minute deadlines.
  • Detail-oriented, dependable, proactive, and ability to work with minimum supervision.


  • Notary preferred but not mandatory.

Additional Information

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life, and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities, and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

We request applicants submit a RESUME highlighting relevant work experience; please limit PDF files to 10MB. For design-related roles, we also require a portfolio to review. We thank all applicants for their interest. However, only those selected for an interview will be contacted.

As part of the Arcadis selection process, candidates may be requested to consent to background checks relevant to the role under consideration, before receiving a job offer (as applicable under state law). These could include work references, education and credential confirmation, employment verification, identity checks, credit reports, criminal offenses, drug testing, and driver’s license records.